School assessment and reporting
Privacy policy
Effective date: 10 October 2026
e-Assessify, provided by Sir Chris Edutech Solutions, helps Ghanaian schools manage learner records, assessment, attendance, reporting and academic progression. This policy explains the personal information used to deliver that service.
1. Who is responsible for your information
Your school determines why learner and staff records are entered, who may access them, and how they are used for education. e-Assessify processes those records to provide the school's workspace. Sir Chris Edutech Solutions is responsible for its own account administration, school verification, support and service operations. A school's notices and applicable agreements also govern its handling of your information.
2. Information the service handles
School registration includes the institution's name, type, address, telephone and email, and the administrator's name, email and authentication credentials. Schools may enter staff details and roles; learner names, student numbers, date of birth, gender, photos, class and enrolment details; and parent or guardian names and telephone numbers. Academic records include subjects, scores, examinations, attendance, conduct, remarks, kindergarten development assessments, reports and promotion records. The service also handles school branding and signatures, support messages, subscription administration and audit records. Hosting and authentication services may process technical information such as IP addresses and request or security logs.
3. Why information is used
Information is used to verify and activate schools, authenticate staff, assign access, maintain academic records, calculate results, generate reports and broadsheets, support teaching decisions, manage subscriptions, respond to support requests and protect the service. Schools must have a lawful basis for the information they provide and give appropriate notices to staff, learners and guardians. Collect only information needed for these purposes; avoid unnecessary sensitive details in remarks, uploads and support messages.
4. Children and school records
The service is intended for authorised school staff, rather than independent accounts for children. Learner information may relate to children, including kindergarten learners. Schools must ensure they have the authority required to process children's information, obtain parent or guardian consent where required, restrict staff access and handle requests from learners or guardians appropriately. Do not put identifiable learner information into the public demo.
5. Access, service providers and disclosure
Access depends on school membership, assigned responsibilities and platform administration. Authorised platform administrators may access information for school activation, support and service administration. Supabase provides authentication, database and file storage. Hosting and other infrastructure providers process information needed to run the service. When a school exports PDFs, CSVs or backups, the school controls their further sharing and storage. Information may also be disclosed where required by law or necessary to investigate misuse and protect legal rights. School records must not be sold or used for advertising.
6. Optional AI insights
When the configured AI insight feature is used, its request sends the supplied learner, class or subject name, subject scores and any supplied class averages to Google's Gemini service. This may include identifiable learner information. Use a non-identifying label wherever possible and submit only information the school is authorised to share. The provider's own processing terms apply; this policy makes no promise about its retention or model-training practices. Schools should confirm the applicable provider arrangements before submitting personal data. AI output can be inaccurate and must be reviewed by an educator before it influences a learner's support or progression.
7. Cookies and browser storage
Authentication cookies maintain signed-in sessions. Browser local storage remembers appearance preferences such as day, night or system mode. Clearing these settings may sign you out or reset preferences. These features support the service and its interface. If additional analytics or advertising technologies are introduced, this notice and any required choices must be updated.
8. Security and international processing
The application uses authenticated access, school-based record separation and role permissions. No online system can guarantee complete security. Staff must protect passwords, use trusted devices and secure downloaded records. Cloud providers may process information outside Ghana; the processing location depends on the deployed services and provider arrangements. Schools should request deployment and transfer details through support before sharing records where location restrictions apply.
9. Retention, archives and deletion
Schools determine their academic record retention requirements, subject to applicable law and their service arrangements. Archiving or deactivating a learner preserves records and is not the same as deletion. Closing or suspending an account does not automatically erase school records. Contact the school administrator and support to arrange export or deletion and confirm any records that must be retained. Backups, audit records and provider logs may persist according to their configured retention; no fixed deletion period is promised by this notice.
10. Your rights and privacy requests
Under applicable Ghanaian data protection law, you may request access to your personal information, correction of inaccurate information and other applicable remedies, including objection or deletion where legally available. For learner or school-held records, contact your school first. For platform account or support information, or assistance forwarding a school request, call 0207400525 or 0249617762; signed-in staff can also use Dashboard → Support. We may need to verify identity and authority before responding. Do not send passwords or complete learner records in an initial request. You may raise a complaint with Ghana's Data Protection Commission at https://dpc.gov.gh/for-individuals/.
11. Changes and contact
Updates will be published here with a revised effective date. Material changes should be communicated to affected schools before the changed processing begins. For questions about this notice, contact Sir Chris Edutech Solutions on 0207400525 or 0249617762, or use the in-app support service.